Inventory Optimisation: A Complete Guide to Minimise Risk and Waste

Inventory is the backbone of an ecommerce operation. After all, what would your business be without your products? Whether you run an SMB or an enterprise operation, it's critical to keep inventory organised, visible, and sufficiently stocked. And that all comes down to inventory optimisation. Here's everything you need to know about how to successfully manage and optimise your inventory operations.

Inventory optimisation is a strategic approach to managing stock levels and meeting customer demands — all while also minimising waste, storage costs, and the risk of stockouts or overstocking. You can use data-driven forecasting to ensure optimal inventory availability and effective inventory management.

Inventory optimisation is about balancing efficiency and cost-effectiveness. While too much inventory ties up money and increases storage costs, too little leads to lost sales and unhappy customers.

While inventory optimisation and inventory management are closely related, they serve distinct purposes. Inventory management focuses on the day-to-day operations of stock control, including tracking inventory levels and warehouse logistics. It involves receiving, storing, and fulfilling orders to keep your operations efficient.

Inventory optimisation, on the other hand, takes a more strategic and proactive approach. It uses data-driven techniques, demand forecasting, and automation to make sure that stock levels match market demand. The goal is to minimise costs and waste. Optimisation continuously adjusts inventory based on real-time insights, seasonal trends, and your business goals.

There are four main categories of inventory that play a role in inventory optimisation:

1. Finished goods: These are ready-to-ship products stored in warehouses or retail locations before reaching customers.

2. Work-in-progress (WIP): This includes partially completed products that are still in production and not ready for sale. Managing WIP inventory efficiently can benefit ‌manufacturing processes.

3. Raw materials and components: These are the fundamental building blocks used in manufacturing, such as metals, fabrics, or electronic parts. Optimising raw materials ensures a steady supply while minimising excess stock.

4. Maintenance, repair, and operating supplies (MRO): Think of these as the things you need to keep your factory running, but don't actually sell: tools, safety gear, and so on. Effective MRO inventory management helps prevent downtime in manufacturing and logistics.

Here are a few main things that businesses try to achieve with inventory optimisation:

• Balancing supply and demand: To avoid overstocking and shortages by matching inventory levels with market demand.
• Minimising waste: To improve inventory turnover, reduce excess stock, and prevent product obsolescence.
• Reducing costs: To lower expenses related to storage, stockholding, and procurement through better forecasting and inventory control.
• Improving efficiency: To leverage automation, standardisation, and data-driven decision-making to improve overall productivity.

Tracking key performance indicators (KPIs) helps you measure the effectiveness of inventory optimisation strategies. Consider monitoring certain metrics to identify inefficiencies, reduce costs, and improve stock availability. Track these four KPIs for a complete picture of your inventory.

Inventory turnover ratio measures how efficiently a business sells and replenishes its stock over a given period. It's calculated as the cost of goods sold divided by the average inventory.

A higher turnover ratio indicates that inventory moves quickly, which means you generally have lower holding costs and a lower risk of obsolescence. However, excessively high turnover may signal frequent stockouts. To improve your inventory turnover ratio, consider:

• Using demand forecasting to align stock levels with sales trends.
• Implementing just-in-time (JIT) inventory strategies to reduce excess stock.
• Identifying slow-moving items and adjusting purchases or promotions accordingly.

Fill rate measures the percentage of customer orders that are fulfilled immediately from available stock. It's calculated as the orders fulfilled immediately divided by total orders, then multiplied by 100.

A high fill rate directly correlates with better customer satisfaction, reduced lost sales, and improved brand loyalty. A low fill rate usually indicates insufficient stock levels, including backorders. To improve your fill rate:

• Maintain safe stock levels for high-demand items.
• Improve demand forecasting to better anticipate fluctuations.
• Optimise warehouse management and fulfilment processes for faster order management.

Two crucial metrics for inventory efficiency are lead time and cycle time:

1. Lead time: The time it takes to receive inventory after placing an order with a supplier.

2. Cycle time: The time required to complete one full production or replenishment cycle.

Shorter lead and cycle times mean your ecommerce is more agile and can respond faster to changes in demand. Besides, low lead and cycle times can reduce your need for excessive safety stock. To improve this metric:

• Strengthen relationships with reliable suppliers to speed up order fulfilment.
• Optimise internal production processes to eliminate bottlenecks.
• Implement ecommerce automation in order processing and inventory tracking to improve efficiency.

Maintaining accurate inventory records prevents stock discrepancies and drives efficient operations. One effective method for improving accuracy is cycle counting, a process where you conduct partial inventory audits regularly rather than performing full, disruptive counts.

These are a few ways to improve your inventory accuracy:

• Implement barcode or radio-frequency identification (RFID) scanning for real-time tracking.
• Conduct cycle counts frequently, focussing on high-value or fast-moving items.
• Cross-check digital inventory records with physical stock regularly to identify discrepancies early.
• Use artificial intelligence (AI) to count and maintain inventory accurately.

Beyond simply avoiding stockouts, inventory optimisation contributes to the long-term health of your business. Here's how it can improve profitability and create a more sustainable operation:

Having too many items in your warehouse costs you money and increases the chance of dead stock. On the flip side, not having enough products can lead to lost sales. The solution lies in accurate demand forecasting to have just the right amount of inventory. When you stock the right amount, you can free up working capital for reinvestment opportunities and reduce holding costs from your warehouse. Plus, you can minimise losses from expired or obsolete stock. The best part? All of this reduces your operating expenses and boosts your cash flow.

Customer satisfaction is closely tied to inventory availability. When you can consistently fulfil orders on time, you build trust and reliability that can encourage customers to come back again and again. In fact, about 72% of consumers remain loyal when you provide a consistent and contextual experience.

Overproduction and poor demand planning often lead to waste. Lack of inventory control increases the risk of stockouts that disrupt business operations. Just-in-time (JIT) inventory offers a great solution. It minimises excess stock by aligning inventory levels with real-time demand. Inventory optimisation also includes forecasting demand to adjust your inventory accordingly and anticipate sales patterns. Monitoring suppliers and inventory movements gives you better supply chain visibility and reduces disruptions.

Optimised inventory management can reduce manual workload, eliminate inefficiencies, and improve decision-making. With automation and data-driven strategies, you can also significantly improve productivity. For example, you can use AI or autonomous agents like Agentforce to enhance your operations. For instance, Agentforce can identify and flag potential issues, such as delayed shipments or discrepancies in inventory counts. Such insights can help your operational staff to intervene proactively and prevent further problems.

While inventory optimisation offers clear advantages, it's essential to recognise that there are a lot of moving parts, and the complexities can be challenging. Let's look at some common roadblocks so you can create a mitigation strategy.

Unforeseen delays, shortages, and supplier issues can quickly throw inventory levels off balance. Events such as geopolitical instability, natural disasters, or transportation bottlenecks can disrupt the supply chain — without much warning. To keep your supply chain running smoothly, consider these solutions to ease the burden:

• Diversify suppliers: Diversify your supply chain by establishing relationships with multiple vendors rather than relying on a single supplier. If something goes wrong with one supplier, you have backup options.
• Use real-time inventory tracking: Monitor stock levels and supply chain activity to identify potential disruptions early — and prepare for them in advance. Pro tip: AI can greatly help here.
• Strengthen supplier relationships: Establish clear communication and contingency plans for faster issue resolution.
• Maintain strategic safety stock: Keep buffer inventory for high-demand or critical products. The trick is to predict customer demand accurately and keep a minimal backup inventory to avoid getting stuck with outdated products.

Many businesses struggle with poor system integration, leading to inaccurate inventory data and inefficient decision-making. Relying on outdated systems or manually tracking inventory increases errors and can make it harder to plan your stock levels effectively. Without the right technology integration, you might be missing out on valuable data insights. To improve your integration, try:

• Adopting cloud-based inventory solutions: These provide real-time visibility and easy integration with sales, procurement, and warehouse systems.
• Using automated tracking systems: Barcode scanners, RFID technology, and AI-powered tools improve data accuracy.
• Ensure system compatibility: Integrate inventory software with enterprise resource planning (ERP), customer relationship management (CRM) tools and point of sale (POS) systems for a unified view of stock levels. Commerce Cloud offers a centralised view of your inventory, customers, and business. It connects various sales channels (digital, mobile, in-store) to provide precise data.

What makes inventory optimisation such a complex task? Fluctuations in customer demand, market trends, and seasonal spikes are a few reasons. To stay on top of your market's changes:

• Leverage demand forecasting: Use AI to analyse historical data and market trends. This helps predict future sales and adjust inventory accordingly.
• Implement flexible supply chain strategies: Work with suppliers who can scale production up or down based on demand.
• Use seasonal inventory planning: Adjust stock levels proactively for peak seasons, holiday sales, or industry-specific fluctuations.
• Monitor consumer behaviour in real time: Track purchase patterns to quickly respond to shifts in demand.

Effective inventory optimisation requires a solid approach. No single method works universally — combining multiple strategies tailored to your business needs will yield the best results. Here key techniques to optimise inventory management:

ABC analysis is a method that prioritises inventory items based on their value and impact on business operations. This helps you focus on the most critical stock items without overstocking. Besides, you can put more of your resources toward high-priority stock while reducing excess inventory. Here's how it works:

• A-items: High-value, low-quantity items that require tight inventory control and frequent monitoring.
• B-items: Moderate-value, moderate-quantity items that need regular tracking but relaxed oversight.
• C-items: Low-value, high-quantity items that can be restocked with simpler restocking processes.

Accurate demand forecasting uses historical data, market trends, and predictive analytics to match inventory levels with future demand. This reduces stockouts and overstocking while improving cash flow. To make the most of your forecasting, use AI-driven analytics to detect patterns and adjust your stock. You can also prepare for seasonal fluctuations and make data-driven decisions to organise your inventory. Pro tip? Monitor external factors such as economic shifts, competitor actions, and customer behaviour changes to prepare for market shifts.

The JIT inventory method minimises storage costs by replenishing stock only when needed. This technique reduces excess inventory and optimises cash flow because you don't have to pay for more warehouse space than you need. To use JIT, you'll need reliable suppliers with efficient logistics, so they can quickly refill your inventory. While JIT can be risky during supply chain disruptions, it works well for businesses with predictable demand.

Safety stock acts as a buffer inventory to prevent stockouts due to unexpected demand surges or supply chain delays. It's a way to safeguard against uncertainties. Here's how to determine your safety stock levels:

• Analyse historical demand fluctuations and lead time variability.
• Maintain higher safety stock for critical or fast-moving products.
• Adjust stock levels based on market conditions and risk factors.

With EOQ, you can lower stock costs and prevent both shortages and excess. It's a mathematical formula that helps you determine the ideal order quantity that minimises total inventory costs. It balances ordering costs (cost per order) with holding costs (storage, insurance, depreciation).

MEIO focuses on optimising inventory across multiple levels of the supply chain, including warehouses, distribution centres, and retail locations. Instead of managing stock at each level independently, this takes a holistic approach to reducing excess stock while ensuring availability. Besides, this approach can reduce total inventory costs by balancing stock across locations and improve supply chain visibility for better decision-making.

With vendor-managed inventory (VMI), suppliers monitor stock levels and replenish inventory based on real-time sales data. This reduces the burden on your business. VMI works like this:

• The supplier tracks inventory levels and sales data.
• Restocking is automated based on predefined thresholds.
• Your business benefits from reduced stockouts and better supplier coordination.

SKU rationalisation is essential to simplify inventory and reduce costs. This involves a strategic analysis to identify and eliminate underperforming or redundant SKUs. This requires removing slow-moving, low-margin, and duplicate or overly similar SKUs. Focussing on high-value products can improve inventory turnover and improve your product assortment.

Inventory optimisation isn't a one-time fix — it requires continuous monitoring, adaptation, and improvement. The market and your customers are always evolving, so you'll want to regularly revisit your strategy to make sure everything is optimised. Here are a few best practices that can help your business:

• Set an inventory budget: Setting a budget lets you match your stock with demand. Analyse your historical sales data to determine an adequate budget, and then use ABC analysis to prioritise your stock.
• Standardise inventory review systems: A structured review approach helps you avoid stock discrepancies. Businesses typically monitor inventory in real-time (continuous review) or at set times (periodic review). Having a standard system lets you find inventory errors and inefficiencies quickly.
• Listen to customer demand: You may miss crucial insights if you don't track your customers’ preferences. Monitoring these demands can help you map your demand and ensure you have enough inventory. Use a data platform to analyse your customers’ behaviour and improve forecast accuracy.
• Leverage cloud-based inventory management: Cloud-based inventory solutions provide real-time visibility into stock levels, supply chain movements, and sales trends. They also enable better decision-making.
• Optimise lead times: Reduce lead times for faster restocking and less risk of stockouts or overstocking. Achieve this by improving supplier relationships and diversifying suppliers.

Inventory optimisation approaches are highly diverse, reflecting the distinct challenges of each industry. Let's look at a few examples of how inventory optimisation could look.

Retailers have the challenge of balancing cost with availability. Demand can change a lot around the holidays, so retailers usually monitor the market regularly. For example, a clothing store might have more demand around September when school starts and the Christmas holidays. Your retail business will want to know your unique spikes for effective forecasting. Retailers also implement SKU rationalisation to remove underperforming products from inventory.

Manufacturers face complex supply chain challenges, and they implement strategies that minimise waste, reduce costs, and improve production efficiency. Manufacturers rely on techniques like JIT inventory management and MEIO to ensure raw materials arrive exactly when needed. This also simplifies the process from warehouse to production facilities. Integrating automated supply chain systems and predictive analytics helps improve their operations and prevent costly production delays.

In the healthcare sector, inventory isn't just about creating a great customer experience. It's about people's health and lives. You need a proper supply of life-saving medications, medical equipment, and supplies. Healthcare providers use safety stock and VMI to prevent shortages and avoid waste from expired products. While safety stock ensures that you have essential medications and supplies in case of a shortage, ‌VMI lets supplies track stock levels and restock when needed.

Consumer electronics businesses must manage high-demand product launches, rapid tech advancements, and fluctuating supply chains. MEIO and demand forecasting can come in handy here. They help make sure stock is distributed efficiently across warehouses and retailers. Also, through inventory lifecycle management techniques, these businesses can prevent overstocking outdated technology by phasing out older models.